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OFF115-Table of Contents & Table of Authorities Step-by- Step – MS Word 2003 May 29, 2009

Presenters Rachel R. Medina LSNTAP

Todays Topics Section 1: Tables of Contents Section 2: Tables of Authorities

Objectives for Today Understand the Benefit of Styles in Tables of Contents Learn How to Customize Tables of Authorities Reduce Anxiety by Providing a Step-by- Step Review of each Process

POLL

Volunteers Needed Set Up a Style Share Preferences for Point Headings Format Share Preferences for Table of Authorities Categories Create and Mark a Citation

Preface to TOC & TOA Do yourself a favor and get rid of automatic numbering, bullets, etc… Tools>AutoCorrect Options>

Section 1: Table of Contents

Table of Contents The act of inserting a TOC is easy if… youve properly formatted your document. How? Insert > Reference > Index and Tables When you want to update, Right Click and Update

Insert | Reference | Index & Tables

Index and Tables Menu

Prepping for TOC Two Main Options: Styles Outlining Format

What are Styles? Specially crafted packages of formatting that apply many attributes at once. Instead of applying each thing individually, you apply the style once and you're done. A precursor to Table of Contents

Styles How To Format>Styles & Formatting OR On your Formatting Toolbar (usually displayed)

Styles…

FONT

PARAGRAPH

1.Here is a heading that is very long. Aligned at Indent at: Tab space after NUMBERING

Note you can also set the style for the paragraph that follows that particular heading…. Set a New Style for each type of paragraph THEN, in each Heading Style select the appropriate Style for following paragraph

Styles in Action You can assign a style for Headings and Subheadings For you: TOC – A Table of Contents is created by automatically taking everything named as Heading 1, 2, and 3 and putting it in order.

Setting Up the TOC Format

MODIFY FONT, PARAGRAPH, NUMBERING WHERE NECESSARY Match TOC styles to Heading styles

Things you dont want in your Table of Contents…. If a Heading style was centered, you should change the corresponding TOC style to left If a Heading style included outline numbering, the corresponding TOC style should remove the numbering.

Styles: What You Need to Know They exist If you take the time to create them, you can easily assign headers and complex formatting to your document with one click You can check existing documents to see what Styles you are importing Clear Formatting to start over

Outlining Level Start every document with Outline Level to easily organize your thoughts and layout. View > Toolbars > Outlining Automatically allows you to assign Levels of text…relates each Level to a Style… You can make a TOC with Outlining

A Strong Document.. Appropriate use of Styles Appropriate use of numbering Consistent headings and fonts Pagination relevant to each section No hanging headers at bottom of pages

TEST YOUR KNOWLEDGE How do you select a heading style to modify its format? What format features (at a minimum) should you modify for each heading style?

Section 2: Table of Authorities

Table of Authorities The act of inserting a TOA is easy if… youve properly categorized and marked your citations throughout your pleading. How? Insert > Reference > Index and Tables When you want to update, Right Click and Update

Insert | Reference | Index & Tables

Table of Authorities HOW? A TOA draws from all of the marked citations in a document. A marked citation will be tagged with special information (which can be modified). A tag for a citation may look something like this: U.S. v. DiPrima, 472 F.2d 550, 551 (1st Cir. 1973) { TA \l U.S. v. DiPrima, 472 F.2d 550 \s 472 F2d. at \c9 }

Huhh???? What does this mean? U.S. v. DiPrima, 472 F.2d 550, 551 (1st Cir. 1973) { TA \l U.S. v. DiPrima, 472 F.2d 550 \s 472 F2d. at \c9 } The full or long citation follows the code \l Purpose: Identifies how the citation should look in the TOA The short citation follows the code \s Purpose: Helps Word Mark All remaining citations for the case. The last code – \c is the category number. Purpose: Organizes your Table of Authorities into Categories.

Setting Up Categories Most trial and appellate briefs are likely to have at least two different categories of authorities Here are some sample categories you could set up before you begin to mark your citations: Supreme Court of the United States Other Federal Authority State Court Decisions Statutory Provisions United States Constitution

Setting Up Categories Insert>Reference> Index and Tables> Mark Citation> Category, OR Alt+Shift+I>Category The first seven categories are pre-defined. Scroll down until you find an unused option (8, 9, 10, etc.) Replace the # with your own custom category.

Marking Citations For Most Citations Highlight the first citation Insert>Reference>In dex and Tables>Mark Citation OR Alt+Shift+I Correct your long cite to remove pinpoint cite Correct short citations, so that you can "mark all – e.g., 994 F.2d at Select Mark All

Finding the Next Citation Select Next Citation and Repeat the Process: Select Next Citation Highlight the entry Alt+Shift+I Correct your long cite to remove pinpoint cite Correct short citations, so that you can "mark all – e.g., 994 F.2d at Select Mark All

Marking Citations Second Occurrence of same long citation: Best practice for briefs is to repeat a long citation if a short citation would be confusing to the reader – e.g., new page, new subheading, etc. Treat as a new citation (with a couple twists) Select Next Citation Highlight the entry Alt+Shift+I BUT – instead of correcting the long and short citation, simply pick the case from the Short Citation List. AND – Select Mark (NOT Mark All)

Marking Citations Second Occurrence of same long citation example

Marking Citations Deadling with "Id.___ Obviously Id. can refer to any case AND you won't find it using "next citation" Select Edit> Find OR Ctrl-F to search for cases of "Id." Simply select from the short citation drop down box to find the related case. Select Mark

TEST YOUR KNOWLEDGE What is the short-cut for marking citations? What is the purpose of the Short Citation function in Word? And how do I create one?

THANK YOU Dont forget to complete our survey Rachel R. Medina Training Coordinator LSNTAP